Select a filter from the drop-down box. By selecting a particular filter, you can view expense authorizations that have certain overdue tasks ready for reporting or workflow notification. These are the available filters:
Overdue Signature — When an employee creates an expense authorization, the system creates a task for the employee to sign the expense authorization. The number of days/hours/minutes the employee has to sign it is determined in the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to have an "Overdue Signature." If you select this filter, the system will select expense authorizations that have not been signed for purposes of reporting and/or workflow notification. This workflow notification will be made to the employee.
Overdue Approval — When an expense authorization is signed, the system may create one or more tasks for supervisors, or other functional roles, to approve the expense authorization or the charges' allocated expenses. The number of days/hours/minutes the functional role has to do the approval is determined in the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to have an "Overdue Approval." If you select this filter, the system will select expense authorizations that have overdue approvals for purposes of reporting and/or workflow notification. This workflow notification will be made to employees that have a functional role that gives them approval over the expense authorization employee or charges.
Overdue Cash Advance Approval — When an expense authorization is signed, the system may create one or more tasks for supervisors, or other functional roles, to approve the cash advance request. The number of days/hours/minutes the functional role has to do the cash advance approval is determined in the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to have an "Overdue Cash Advance Approval." If you select this filter, the system will select expense authorizations that have overdue cash advance approvals for purposes of reporting and/or workflow notification. This workflow notification will be made to employees that have a functional role that gives them approval over cash advance requests.
Overdue Review — When an expense authorization is signed, the system may create one or more tasks for supervisors, or other functional roles, to review the expense authorization or the charges allocated expenses. The number of days/hours/minutes the functional role has to do the review is determined in the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to be "Overdue Review." If you select this filter, the system will select expense authorizations that have overdue reviews for the purpose of reporting and/or workflow notification. This workflow notification will be made to employees' expense authorizations or charges.
Select the functional role from the drop-down box. The available selections are the functional roles that have authorization over employee, or employee and charge, and have been assigned to the User ID doing the inquiry. The default value is "All."
Your selection determines which groups display in the group list. For example, if you have been assigned a primary supervisor role over certain groups and select "Primary Supervisor," the groups to which you have primary supervisory rights will display in the group list. Please see the "Functional Roles" section of the Deltek Expense Getting Started Guide for more information.
The groups are listed in alphabetical order. If you have not chosen a group when you select the Execute pushbutton, the system will display the following error message: "No Employee Groups are selected."
Use the Select All pushbutton to select all displayed groups. Once you have made a selection, the pushbutton will become Deselect All. To select a row, highlight the row using a left mouse click.
This group box displays the list of valid expense report types that have the Expense Authorization field set to "Optional" or "Required" as defined in the Expense Report Types screen. They are listed in alphabetical order. You can select one or more expense report types. If you have not chosen an expense report type when you select the Execute pushbutton, the system will display the following error message: "No Expense Report Types are selected."
To select all expense authorizations, select the checkbox in the upper left corner of the results table. This will automatically select all of the checkboxes in the results table. To deselect all of the rows, uncheck the checkbox in the upper left corner. This will uncheck all of the rows.
From the drop-down box, select the desired sort criteria. These are the available options:
Due Date - This option will be available if your Filter is "Overdue Signature," "Overdue Approval," "Overdue Cash Advance," or "Overdue Review." The results are sorted by the due date/time. The secondary sort is either "Employee Name" or "Functional Role," depending on the Filter selected.
Employee Name - This option will be available if your Filter is "Overdue Signature. The results are sorted by the employee last name, first name, middle initial and, if necessary, employee ID. The secondary sort is by "Due Date."
Functional Role - This option will be available only if your Filter is "Overdue Approval," "Overdue Cash Advance Approval," or "Overdue Review." The results are sorted by the functional role name. The secondary sort is by "Due Date."
Authorization Type - This option will be available if your Filter is "Overdue Signature," "Overdue Approval," "Overdue Cash Advance Approval," or "Overdue Review." The results are sorted by the expense report type description. The secondary sort is by "Due Date."
Click Execute to display the Results tab with the expense authorizations that meet the selected criteria.
If the system finds no expense authorizations that meet the criteria, it displays the following error message: "No results found."
